Project Monitoring and Control Process Plan: You have a Project Budget for build
ID: 328301 • Letter: P
Question
Project Monitoring and Control Process Plan:
You have a Project Budget for building a five-bedroom house in Ashburn, VA. Assume that your building project is two months behind and has a $100,000.00 cost overrun. This should not be a surprise to you because of the monitoring processes. Identify and discuss some of the monitoring processes that could have alerted you of the schedule and cost problems. What are some of the controlling steps you would take to bring both the schedule and the cost back on track? Be sure to justify your answers. . Your Project Monitoring and Control Process Plan should be at least two pages including a summarization and conclusion page. If necessary, include data from the Project Budget and Project Schedule in the table shown below to support your schedule and cost problems.
Explanation / Answer
The major concern at the inception of any project is timely completion within the budgetary allocation. This is however, impossible to achieve without constant monitoring and timely action against deviations if any. The importance of this was recognised by organisations which have project based activities and gave birth to a different organisational structure based on projects. A well prepared project monitoring and control process plan can go a long way in the final outcome and ensure the success of the project.
The monitoring plan is synonymous with the project plan itself and needs to work in close synchronicity with the project activities at each step. It needs to identify the project activity, the resources available, the steps involved and identification of risks involved. Next step would be to measure the progress of activity as per schedule and identify deviations if any in terms of time taken or resources allocated or any external factors which may impact timely completion of project or budgets. Once the deviations are identified there is a need to evaluate the causes for the deviations and then put in immediate control measures to minimize negative impact on project cost and completion. Corrective measures need to be speedily implemented and involve quick decision making as to how and where controls need to be implemented to be most effective. This may entail taking remedial action or at times the plan itself may have certain unrealistic targets and then the plan may itself need to be revised or simply amended for certain tasks. The trine of a realistic project plan, an effective step by step monitoring system to identify deviations earliest and a quick and decisive control process can guarantee completion of a project successfully.
The project monitoring and control samples are listed in the table below :
Unit 5 Project:
P=project plan
D= Deviation
Activity Description
Start Date
End Date
Days to complete
Est $
Project monitoring
Control Process
Architectural Design
5/1/2018
5/15/2018
14
50,000
Designing as required and does not require P changes
If any D in cost or design modify allocations
Procurement of machinery
5/15/2018
5/30/2018
15
60,000
Ensure cost and setup as per P report D
Verify sourcing is the most viable else try to reduce cost to create buffer
Hiring Labor
5/31/2018
6/10/2018
10
120,000
Ensure as required and daily desired output can be achieved
If any D identify cause and explore more viable sourcing Consider overlapping activity 2,3,4 to create an additional 10 day buffer time
Work and Environmental Permits
7/27/2018
8/6/2018
10
25,000
Ensure all required permits are obtained
Verify changes in policies which may be advantageous
Site Security
8/18/2018
4/30/2020
731
20,000
Ensure cross check to secure site no loopholes
Ensure audit of security measures employed/deployed
Concrete
8/18/2018
8/31/2018
15
80,000
Best sourcing and quality required standards D if any
D to be controlled by ensuring right quality and mix at best price change if needed
Lumber Procurement
9/1/2018
9/11/2018
10
80,000
ditto
ditto
Material Storage
9/1/2018
4/30/2020
637
10,000
Should be secure and checks and surveillance installed any excess outflow can be verified here on daily basis
Ensure P D are checked and identify changes in material requirements identify control measures cuts or rebudget
Scaffolding Erection
9/12/2018
9/17/2018
5
25,000
Ensure as per design
And no D from required strength and on time
Ditto
Framing
9/15/2018
1/13/2019
120
130,000
Ditto
Ditto
Roofing
1/14/2019
2/13/2019
30
40,000
Ditto
Ditto
Plumbing
2/14/2019
3/17/2019
30
30,000
Ditto
Ditto
Electrical
3/18/2019
4/17/2019
30
30,000
Ditto
Ditto
HVAC
4/18/2019
6/2/2019
45
40,000
Ditto
Ditto
Windows and Doors
6/3/2019
8/2/2019
60
20,000
Ditto
Ditto
Drywall
8/3/2019
9/12/2019
40
45,000
Ditto
Ditto
Interior Design
9/13/2019
10/23/2019
40
15,000
Ditto
Ditto
Paint and Wood Finishing
10/24/2019
12/23/2019
60
40,000
Ditto
Ditto
Cabinetry
12/24/2019
1/8/2020
15
40,000
Ditto
Ditto
Plumbing Fixtures
12/24/2019
1/8/2020
15
20,000
Ditto
Ditto
Lighting Fixtures
12/24/2019
1/8/2020
15
20,000
Ditto
Ditto
Flooring
1/9/2020
1/30/2020
21
30,000
Ditto
Ditto
Interior Decorator and Decorations
1/31/2020
2/20/2020
20
20,000
Ditto
Ditto
Exterior Rock
2/21/2020
3/22/2020
30
50,000
Ditto
Ditto
Landscaping
3/23/2020
4/15/2020
23
30,000
Ditto
Ditto
Cost of Construction
1,040,000
Contingency (2%)
4/16/2020
4/30/2020
14
19,800
Increase to 4% if possible by above measures
Ensure D control is quick and contingency requirement is not beyond 2%
Total
1,059,800
If a project is monitored at every step and activity it facilitates close monitoring to identify deviations immediately and control resultant damage through implementation of corrective measures at the earliest.
Unit 5 Project:
P=project plan
D= Deviation
Activity Description
Start Date
End Date
Days to complete
Est $
Project monitoring
Control Process
Architectural Design
5/1/2018
5/15/2018
14
50,000
Designing as required and does not require P changes
If any D in cost or design modify allocations
Procurement of machinery
5/15/2018
5/30/2018
15
60,000
Ensure cost and setup as per P report D
Verify sourcing is the most viable else try to reduce cost to create buffer
Hiring Labor
5/31/2018
6/10/2018
10
120,000
Ensure as required and daily desired output can be achieved
If any D identify cause and explore more viable sourcing Consider overlapping activity 2,3,4 to create an additional 10 day buffer time
Work and Environmental Permits
7/27/2018
8/6/2018
10
25,000
Ensure all required permits are obtained
Verify changes in policies which may be advantageous
Site Security
8/18/2018
4/30/2020
731
20,000
Ensure cross check to secure site no loopholes
Ensure audit of security measures employed/deployed
Concrete
8/18/2018
8/31/2018
15
80,000
Best sourcing and quality required standards D if any
D to be controlled by ensuring right quality and mix at best price change if needed
Lumber Procurement
9/1/2018
9/11/2018
10
80,000
ditto
ditto
Material Storage
9/1/2018
4/30/2020
637
10,000
Should be secure and checks and surveillance installed any excess outflow can be verified here on daily basis
Ensure P D are checked and identify changes in material requirements identify control measures cuts or rebudget
Scaffolding Erection
9/12/2018
9/17/2018
5
25,000
Ensure as per design
And no D from required strength and on time
Ditto
Framing
9/15/2018
1/13/2019
120
130,000
Ditto
Ditto
Roofing
1/14/2019
2/13/2019
30
40,000
Ditto
Ditto
Plumbing
2/14/2019
3/17/2019
30
30,000
Ditto
Ditto
Electrical
3/18/2019
4/17/2019
30
30,000
Ditto
Ditto
HVAC
4/18/2019
6/2/2019
45
40,000
Ditto
Ditto
Windows and Doors
6/3/2019
8/2/2019
60
20,000
Ditto
Ditto
Drywall
8/3/2019
9/12/2019
40
45,000
Ditto
Ditto
Interior Design
9/13/2019
10/23/2019
40
15,000
Ditto
Ditto
Paint and Wood Finishing
10/24/2019
12/23/2019
60
40,000
Ditto
Ditto
Cabinetry
12/24/2019
1/8/2020
15
40,000
Ditto
Ditto
Plumbing Fixtures
12/24/2019
1/8/2020
15
20,000
Ditto
Ditto
Lighting Fixtures
12/24/2019
1/8/2020
15
20,000
Ditto
Ditto
Flooring
1/9/2020
1/30/2020
21
30,000
Ditto
Ditto
Interior Decorator and Decorations
1/31/2020
2/20/2020
20
20,000
Ditto
Ditto
Exterior Rock
2/21/2020
3/22/2020
30
50,000
Ditto
Ditto
Landscaping
3/23/2020
4/15/2020
23
30,000
Ditto
Ditto
Cost of Construction
1,040,000
Contingency (2%)
4/16/2020
4/30/2020
14
19,800
Increase to 4% if possible by above measures
Ensure D control is quick and contingency requirement is not beyond 2%
Total
1,059,800
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